Orientation to People Services:An overview of Human Resources

& Payroll Services

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Presented at Leadership DevelopmentOctober 30, 2018

AGENDA

• Introductions

• Roles and Responsibilities

• HR Strategic Initiatives

• Tools and Resources

• Key People-Related Activities for Managers

• Where to Get Help - Review

• Conclusion/Questions

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People Services

Director, HR

Operation

Sherry Chin-Shue

Lead, Human

Resources Strategic

Initiatives

Kristen Vincent

Classification &

Compensation

Consultant

Wendy Ly

Coordinator, WRAP

Nav Dhaliwal

Manager, Policy

Development

Joanne Rajotte

Human Resources

Services Clerk

Phoebe Tang

Executive

Assistant

Shannon Eeckhout

Recruitment

Consultant

Angela Lee

Human Resources

Business Analyst

Eva Cheung

Recruitment

Associate

Alyssa Piperni

Human Resources

Associates:

Kelvin Chan

Annette Cheung

Cindy Nguyen

Jasmine Modgil

Brandi Siekham

Director, HR

Systems, Services

and Payroll

Karen Hackett

Manager,

Payroll Services

Stanley Lau

Payroll Lead:

Regina Yu

Payroll/Benefits

Clerks:

Beany Feng

Grace Li

May Lu

Sharon Wong

Janet Yoshida

Human Resources

Consultant:

Michelle Kuramoto

Jennifer Schneider

Christine Speers

Patricia Wong

Vice-President,

People Services

Dawn Palmer

Who do I call?Link to HRC Portfolio Chart

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Type of Question

Single Point of Contact HR Consultant HR Associate

Michelle Kuramoto Cindy Nguyen

Patricia Wong Jasmine Modgil

Jennifer Schneider Brandi Siekham

Christine Speers Cindy/Jasmine/Annette

Recruitment Angela Lee Alyssa Piperni

Payroll or Benefits Stanley Lau, Mgr Payroll Payroll Clerks

Student Employment HR Services Clerk Phoebe Tang

Employee on sick leave orrequests for accommodation

Coordinator, WRAP Nav Dhaliwal

Employee Relations or Collective Agreement issues

HRC HRA

Classification & Compensation Wendy Ly

Seniority verification Eva Cheung HRA

HR & Payroll Contact

People Services Strategic Initiatives & Employee Events

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Vision Categories: Organizational Sustainability

People and Culture

Professional Development

Wellness Promotion

Employee Engagement

Mental Health

Strategy

Respect in the

Workplace

Resources and Tools Available

HR Website

Leaders Toolkit

My Langara -

FormsPolicies

Employee Handbook

CA’s

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Your Key People-Related Responsibilities

• Leadership and coaching

• Communication and connection

• Managing and supervising employees

– Recruiting and hiring

– Onboarding and orientation

– Coaching and performance management

• Assigning and directing work

• Training and development

– Payroll and administration

• Time and attendance (approving time, vacation, sick, LOA, LTD/STD, medical accommodation)

• Scheduling and coverage

• Health and safety

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Leadershiplead·er·ship

/ˈlēdərˌShip- The action of leading a group of people or an organization to

accomplish a goal

- Leaders set the direction and help themselves and others to do the right thing to move forward

- Leaders develop an environment that ensures the success of others

• Communication, connection and engagement

• Coaching and mentoring

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Recruitment of Staff• Langara employees play a critical role in enabling student

success

• The process starts with the job description and Staffing Request Form and flows through:

1. Posting the vacancy

2. Reviewing, short listing, testing/pre-qualifying the applicants

3. Interviewing qualified candidates

4. Checking references

5. Decision to Hire; Making the offer

• Resources and supports available:

– Recruitment Team, HR Team

– Leaders Toolkit

– Collective Agreement; Administrators Selection Guidelines

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Onboarding and Orientation• Prepare for the arrival and orientation of new employee

– Paperwork – HR prepares letter and package

– Communication

• New employee completes forms and credentials/ID to HR

• IT, access and equipment

• Facilities, Keys/Security

• Orientation

• Probation (6 months CUPE; 12 months Administrators)

• Performance evaluations

• Resource:

– Leaders Toolkit – Orientation: The First Week

– Leaders Toolkit – Requesting Access : IT

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Payroll

• Payroll processes pay– CUPE and Admin employees are paid bi-weekly

– Faculty are paid monthly

– Time sheeted employees are paid bi-weekly

• 2018 Payroll Calendar

• Increases and increments

• Payroll Forms

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Leaves• CUPE - Article XV – Absence from Duty

• LFA – Article 9 – Leaves of Absence from Duty

• LCAA – Terms of Employment

• Examples: pregnancy/parental leave, medical/sick leave, education leave, personal leave of absence, bereavement

• Staff submit a Leave Request Form for approval

• Approved forms are sent to HR

• HR processes the leave and routes form to Payroll for pay

• Be sure to advise HR/Payroll of any changes to dates

• Is relief coverage necessary?

• Resource: Leave Requests

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Vacation (CUPE & Admin)

• Vacation entitlement is accrued annually, per the CA and TOE

• Supervisor or Manager will approve and monitor vacation requests (Absence Record Form)

• Accrued vacation is to be taken within the year it is earned, except for permitted carryover allowance

• Vacation balances in excess of the carryover is not permitted and will be paid out annually

• Speak with your HRC if you have any questions

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Sick Leave and Disability• Absences due to illness or injury

– Employees notify their Manager and Switchboard each day of their illness up to 10 days

– Switchboard completes a Notification of Absence form

– Switchboard sends a Return to Work form to the Employee

– Employees complete the form and send it to Payroll

• Illnesses of more than 10 consecutive days

– Employees submit a Long-Term Absence Form, to be completed by their Physician

• Short-Term Disability

• Long-Term Disability

• Absenteeism

• Resource: Leaders Toolkit

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Duty to Accommodate• The College has a Duty to Accommodate employees based on the

Human Rights prohibited grounds of discrimination

• Coordinator, Workplace Reintegration and Attendance Promotion (WRAP) oversees medical accommodations for employees

• Coord, WRAP will receive medical documentation and initiate a meeting with the faculty/staff member, Dept./Div. Chair, union rep and HR to find a reasonable accommodation

• Speak with your HRC or Director, HR Operations regarding any other accommodation requests

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Resignation/Retirements

• Resignation Policy - D1004 provides a high level overview of the resignation process.

• The Employment Resignation-Termination Checklist highlights the responsibilities for each party.

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Administering Policy

• College Policies are in place to provide governance and structure

• Policies are available on the College website:

• Familiarize yourself with Policies

• Core HR and Conduct Policies include:– Ethical Conduct, B3003

– Respectful Workplace, D1007

– Human Rights, B3008

– Sexual Violence and Misconduct, B3009

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Coaching and Mentoring

• Although we don’t have a formal College-wide “Mentoring” program, as leaders, we are responsible for coaching and mentoring our staff

• May be formal or informal

• Encourages development, retention and engagement and ultimately, student success

• Training and Performance Development

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Health and Safety

• The Workers Compensation Act and the Occupational Health & Safety Regulations outline our obligations as an Employer

• Joint Occupational Health and Safety Committee

• Workplace Injury Reporting

• Accident and Incident Investigations – you will be required to participate

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Questions ??Sherry Chin-Shue

Director, Human Resources Operations

Local 5618

Patricia WongHuman Resources Consultant

Local 5623

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